Executive Assistant Finance

About This Role

An Executive Assistant in Finance will work directly with the Chief Financial Officer (CFO) of a multi-entity durable medical equipment (DME) holding group. This role involves managing recurring financial, corporate compliance, administrative, and executive support responsibilities across these entities, taking ownership of tasks, coordinating with internal and external teams, and preparing financial schedules and summaries.

Responsibilities

• Maintain and update the CFO’s master task tracker, including task owners, deadlines, priorities, progress, and outstanding actions
• Proactively prioritize daily responsibilities and manage competing deadlines with minimal direction
• Follow up with internal departments and external advisors, including CPAs, legal counsel, valuation specialists, and insurance brokers, to collect documents and resolve outstanding items
• Identify overdue or at-risk tasks and escalate potential delays before they affect deadlines
• Prepare concise executive summaries, status reports, memos, and supporting materials for the CFO’s review
• Ensure that assigned tasks are followed through from initial request to completion
• Maintain a centralized compliance calendar covering all company entities, including annual reports, registered agent requirements, business licenses, renewals, and filing deadlines
• Prepare and submit state annual reports, maintain filing records, and track confirmations
• Prepare county personal property tax returns and monitor associated payment deadlines
• Coordinate documentation for Medicare and payer enrollment updates, including business name changes, EIN updates, ownership changes, and related accreditation requirements
• Track insurance policy renewals, certificates of insurance, lease expirations, and other recurring compliance obligations
• Coordinate with internal stakeholders and external providers to ensure documentation is collected and submitted on time
• Maintain organized records of filings, confirmations, renewals, and supporting documentation
• Prepare monthly financial summaries by company, including revenue, EBITDA, and net income, using consolidated profit and loss data
• Update and roll forward the consolidated monthly debt schedule and reconcile it against the balance sheet
• Prepare recurring financial allocations and reconciliations, including management fee allocations, revenue and cost-of-goods-sold reallocations, and revenue-versus-forecast comparisons
• Develop budget-versus-actual reports and spending trend analyses, highlighting material variances and providing concise explanations
• Review financial schedules for completeness, consistency, and accuracy before submitting them for review
• Assist with acquisition due diligence and onboarding newly acquired entities, including coordinating data requests and supporting chart-of-accounts mapping
• Prepare supporting schedules and workpapers that enable the CFO and Controller to review financial information efficiently
• Prepare journal entries and supporting workpapers for review and approval by the Controller or CFO
• Generate reports and run saved searches in NetSuite OneWorld, particularly across multiple subsidiaries
• Assist with recurring reconciliations, financial reporting, and accounting support activities
• Maintain clear documentation for recurring processes, including step-by-step standard operating procedures (SOPs)
• Identify opportunities to improve the accuracy, consistency, and efficiency of recurring financial workflows
• Ensure that financial records and supporting documentation are organized and readily accessible for review
• Organize and maintain files in SharePoint using consistent folder structures and naming conventions
• Build and maintain trackers for vendors, projects, budgets, deadlines, and other executive priorities
• Prepare vendor quote comparisons and summarize options to support decision-making
• Maintain event and project budget trackers and assist with meeting preparation
• Review contracts and leases to extract key terms, renewal dates, payment obligations, and other relevant details into summary tables
• Prepare meeting materials, status updates, and supporting documents for executive review
• Handle confidential financial, ownership, payroll, tax, and patient-adjacent information with discretion

Requirements

• Bachelor’s degree in any field
• At least 3 years of experience supporting accounting or finance teams, ideally within a U.S.-based company
• Advanced Microsoft Excel skills, including pivot tables, XLOOKUP or INDEX-MATCH, SUMIFS, and the ability to build and maintain organized, multi-tab workbooks with reconciled data
• Strong written and spoken English, with the ability to prepare clear, professional summaries, reports, and status updates
• Demonstrated ability to independently manage a task list, prioritize competing responsibilities, follow up proactively, and meet deadlines with minimal oversight
• Strong attention to detail and a consistent habit of checking work for accuracy before submission
• Excellent organizational, analytical, and problem-solving skills
• Ability to handle confidential information professionally and exercise sound judgment

Nice to have:

• Experience using NetSuite, preferably NetSuite OneWorld in a multi-subsidiary environment
• Exposure to multi-entity accounting, consolidated reporting, or intercompany allocations
• Familiarity with U.S. corporate compliance requirements, including Secretary of State filings, registered agents, annual reports, and business license renewals
• Experience in the U.S. healthcare or durable medical equipment (DME) industry
• Awareness of HIPAA and the importance of safeguarding sensitive information
• Proficiency in Microsoft 365 applications, including Outlook, Teams, and SharePoint
• Experience using AI tools to improve productivity, organize information, or streamline recurring workflows

Benefits

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Important Details

• Schedule: Monday - Friday, 08:00 AM - 05:00 PM CT, with 1 hour unpaid break (40 work hours per week)

Application Process

• Complete your application, including the assessment questions, technical check, and voice recording
• Submissions with all requirements fulfilled will receive priority review

About the Company

Our client is a multi-entity durable medical equipment (DME) holding group.